Export Files to SharePoint Document library from Business Objects and Adobe LiveCycles

Apart from Sharepoint, our company has also implemented other Workflow and Business Intelligence tools:

·         Adobe Lice Cycles Server – To manage electronic forms and workflow

·         Business Objects XI – To generate business Intelligence reports for Finance and Operations

 

Business Requirement:

·         Store the completed Adobe LiveCycles Form in SharePoint Document library and make is searchable.

·         Export the Business Objects report to SharePoint Document library and publish it on sharepoint.

 

We achieved this simply by following the steps below:

1.       Go to document library and open it in the windows explorer view. Copy the UNC path for the explorer view which will go something like this //<sharepoint_server>/<site..>/<site.>/<Document_library>/

2.       Go to Business Objects and Adobe server and start the web client service. This service is needed to access and modify internet based files (sharepoint doc library).

3.       In the business objects, schedule the report to be exported to a file location. Provide the UNC location, copied earlier.

4.       To export from Adobe livecycle, you can export the file to a UNC location at any step in the workflow (sorry don’t have any screen shots).

 

You can get the following advantages from Sharepoint:

·         SharePoint search facility (to locate a particular type of report or form)

·         Version control to browse the older version of the same report or form. SharePoint actually stores a new file with same name as a new version of the document (you of course need the versioning turned on).

Excel services can be used to publish report to a SharePoint page (this should be updated with the latest version).

Google Chrome not so compatible with SharePoint

I decided to test the much hyped ‘Google Chrome’ with SharePoint today. So, I set off downloading the latest browser waiting in anticipation of what Google has to offer.

For a browser that is developed from scratch (I don’t see any point in that by the way!), it has some wonderful capabilities – drag tabs between windows, improved security against phishing and malware, improved features for developers, pop ups to appear in the tab it originated from and much more.

The problem started, however when I opened our SharePoint intranet site. Given below is the list of issues I noticed in the few minutes of testing:

·         Minor formatting issues. Some of the tables where out of formatting.

·         The drop down menus for the top navigation appeared hidden behind the embedded images on the page. I think it has something to do with how IE use z indexing on IE 6.

·         You cannot edit a document in Microsoft word, excel etc (right click on a document and edit in Microsoft word). Error Message: “Edit document requires a windows SharePoint services compatible application and Microsoft internet explorer 6 or greater”.

·         Drag and drop does not work in the edit page view.

·         Silver light web parts do not work. I think silverlight does not support this browser yet.

I am sure there might be more issues noticed by others. I am not suggesting anyone to use chrome for sharepoint in my organization.

OneNote as a Collaboration tool on SharePoint

My colleague recently introduced me to the prospect of using Microsoft OneNote as a Collaboration tool on SharePoint.

He has been using it locally to manage his project and store information in a free form format. The beauty of using it with SharePoint is the capability to publish different sections of Onenote on to a SharePoint Document Library (and thus potentially leveraging sharepoint item level security). OneNote being free form, it can be used as an effective shared resource on sharepoint for agile projects. It also manages online (& offline) synchronisation, rather than a check-in/out method.

Given below are my analysis of using OneNote effectively as a team collaboration tool:

It is definitely a good collaboration tool with much more flexibility to collaborate amongst team members in real time.

 

My Colleague demonstrated how different sections of One Note Notebook can be published on to SharePoint document library and multiple users can work on the same notebook in a real time. The features include:

·         Notebook tags the time and date for each modification.

·         The User Name for each modification is tagged.

·         The notebook can sync with the document library in real time to update online copy of the changes made by you and update your copy with changes update by other users.

·         Tag pictures, visio diagrams etc with any note or point (issue, priorities etc)

 

The following might be demerits of using this as opposed to a project site template (provided by SharePoint):

·         The flexibility of the notebook might prevent adhering to templates or project methodology.

·         Need to investigate different security levels on notebook. Maybe we can lock some sections by using item level security of document library (not tested).

 

From initial investigation:

• This seems to be a wonderful tools for managing small projects or agile projects (project site might not be option for these).
• This can also be used as a knowledge base (something like a wiki) to share information.
• Can be used as a Collaborative editing tool.
• As a notice board for big projects.

 

Indexing PDF and Onenote in SharePoint Search

Microsoft Office SharePoint Server indexes the content in Word and Excel document out of the box.

To enable the indexing of pdf and one note content, you will need to install the ifilter for these products on to MOSS server.

Follow the instructions given on the site below to install pdf ifilter:

http://mosschampions.com/blogs/moss/archive/2007/01/15/Installing-the-Adobe-PDF-Ifilter-on-MOSS-2007.aspx

If you have a 64 bit system, you will need to configure the current 32 but pdf ifilter to work on 64 but systems:

http://labs.adobe.com/wiki/index.php/PDF_iFilter_8_-_64-bit_Support

To install the ifilter for Micrisift OneNote follow the instructions on the microsoft technet site:

http://technet.microsoft.com/es-es/library/cc179487.aspx

SharePoint Projects – Success Criterias

I have been engaged with some very successful SharePoint Projects and can proudly say that project managers I have worked with, adhered to most of the aspects mentioned by Adam in his post below: 10 Steps To Effective SharePoint Project Management

His other strong views on relevance of Project Management in successful SharePoint project are mentioned here: Why SharePoint Projects Fail

Ofcourse, as senior developer who has been involved with various sharepoint projects, Adam gives a biased view from developer’s perspective. I would be glad to hear from Business Analysis and Project Management perspective.

Although, I agree that Project Manager has the biggest part to play in the success of the projects, I would also like to put forward other criteria for successful project:

1. Business Analysis – Requirements, probably the most misused word in our industry — rarely describe anything that is truly required. Nearly everything is negotiable. I can never emphasise the importance of requirements management enough.

2. Developers – Importance of involvement of Solution architects and delivery team in the planning stage is often overlooked. This results in lack of Ownership of the project amongst the developers. This is a formula for disaster.

3. Key Success Criterias – Metrics and measures for software products have no atomic units. Economic performance more typical in service industries (value as observed by the users vs. cost of production) has proven to be the best measure of success. Most aspects of quality are very subjective, such as maintainability, reliability, and usability. There is often less than satisfactory emphasis on ‘Key Success Criterias’ during the implementation stage. To wait for it until the testing stage normally spells disaster and tremendous frustration for the development team. Every team member should measure the Requirements, Solution Design, Code and Test Cases against the Success Criterias.

4. Quality control: Testing of demonstrable releases is a first-class, full life-cycle activity. As opposed to a subordinate, later life-cycle activity.

5 Project Management again – One reason for the low success rate of software-intensive projects is that traditional project management approaches do not encourage the steering and adjustment needed to reconcile significant levels of uncertainty in:

• The problem space (what the user really wants or needs)
• The solution space (what architecture and technology mix is most appropriate)
• The planning space (cost and time constraints, team composition and productivity, stakeholder communication, incremental result sequences, etc.)

Here is the summary of 10 success criterias for any software project:
1. User Involvement
2. Executive Management Support
3. Clear Statement of Requirements
4. Proper Planning
5. Realistic Expectations
6. Smaller Project Milestones
7. Competent Staff
8. Ownership
9. Clear Vision & Objectives
10. Hard-Working, Focused Staff

I am sure there are dozens of more success criterias. Feel free to leave comments.